Privacy Policy


Last updated: 25 May 2018

Trust and security are a big part of what makes Meeting Media Group the best way to keep posted with the latest news on the meetings industry.

Your privacy is very important to us, so we’d like to tell you what we do to keep your data safe and secure.  

In this policy, we explain how Meeting Media Group collects, manages, uses and protects your data.

1. Who is Meeting Media Group? 

Meeting Media Group is the proud publisher of Headquarters, the Association Magazine, MIM Global, LIVE magazines as well as other destination reports and articles on our official website

In this Privacy Policy, terms such as “we”, “us” and “Meeting Media Group” refer to Meeting Media Group with its registered office located at Mechelseplein 23 (2000) Antwerp (Belgium) and Avenue des Prisonniers Politiques 4, 3rd floor (1150) Bruxelles (Belgium), and where relevant to its branches in Dubai and/or representative offices.

The term “Service” refers to insertions (articles, advertisement, long reports in our print and digital magazines) published on our website or LIVE magazine. 

In the language of data protection regulation, Meeting Media Group is the “data controller” of your personal data and you, our customer/reader, are the “data subject”. This means that Meeting Media Group determines the purposes and means of processing your personal data, while respecting rights concerning your privacy. 

2. What data do we collect? 

Like most companies, we collect various types of data about our customers. Some of it may be considered personal data, which means any data that make you identifiable as an individual.

Our database does not keep or use any personal information other than your professional contact details within your organisation (our database stores no data related to racial or ethnic origin, political opinions, religious beliefs, other beliefs, memberships, physical or mental health/condition, sexual life/gender).

We may collect and use the following data: 

Basic personal data, such as (limited to):

  • First name and Last name
  • Data about your organisation, position, professional email and phone number

We do not collect other personal data that make you identifiable as an individual.

This data is necessary for Meeting Media Group to provide the Service to you and keep sending you our magazines. We will request this data when you sign up before the Service is provided.

  • If you are a client

Data about your company such as (but not limited to):

  • Name
  • Occupation
  • Phone number
  • Legal address
  • Registration number/TVA number
  • Bank account

This data will be needed to process your invoices, as required by law. This data might be shared with our outsourced invoicing system for invoicing purposes only. This helps us keep your money safe, and we will only request these details when necessary.

Meeting Media Group collects this data only when you provide the relevant permission.

  • If you are a reader

Technical data, such as (but not limited to):

  • Page views
  • Operating system
  • Browser type

This information is used to help us to understand how you use our Service, so that we can improve it. 

3. Why do we collect your data? 

We collect your data to personalise and improve our Service for you. The specific purposes for which we collect your data include:

Transactional purposes
We need to collect data in order to process your transactions. Without data such as your bank account details or your full name and address, we would be unable to process your order.

Regulatory purposes
These include our requirements under Anti Money Laundering (AML) and Counter Terrorist Financing (CTF) legislation. All of this helps us keep our Service safe and secure.

Marketing purposes
We may process your personal data to provide you with certain types of marketing communication that we believe will be relevant and interesting to you. This helps us provide you with a more personalised Service. This kind of activity is permitted by our ‘legitimate interest’ (for more information on legitimate interest, please see Section 8 of this Policy). We will always endeavour to make these communications relevant and unintrusive, and you will always be able to object to marketing communication from us at any time.  

Analytical purposes
We may collect and analyse data such as website or app visit logs in order to improve the quality of our Service.

You do not have to disclose any of the above data to us. However, if you choose to withhold certain data, we may not be able to provide you with our Service.

4. How do we keep your data safe and secure? 

All the data that you provide to us is kept on our servers. We restrict access to your data to specific employees of Meeting Media Group who have an important business-related reason for handling it.

All of the data we collect from you or from other sources will always be stored in accordance with this Privacy Policy.

5. How long do we keep your data? 

Depending on what purpose your data is used for, the length of time we keep it may vary. Either way, we will only hold your data as long as necessary to serve the purpose it is used for.

Legitimate Interest
When our legitimate interest is the legal basis for data collection and processing, we will keep your data for as long as this interest is applicable.

In situations where you give us specific consent to process certain kinds of data, you are able to withdraw that consent at any time. We will then stop processing your data and we will also erase your data from our system.

We may retain any data mentioned above for a longer period, if required to protect the rights, property or safety of Meeting Media Group or of the Service provided.

6. Who do we share your data with? 

We share your personal data with third parties only when it is absolutely necessary for the fulfilment of the Service or to comply with applicable laws. 

We will never sell your personal data to other organisations. 

We work with partners who help us to complete transactions. If they are based outside the EEA, we will share your personal data with them only when essential safeguards are applied, or if it has been established by EU institutions that the relevant country has an appropriate data protection regime in place, or when we ensure that the appropriate level of protection is applied for data processing. 

The following are some purposes for which we may share your data with third parties:

To fulfil the contract between you and Meeting Media Group
We may share your data with third parties, such as our partners and intermediaries, when they are necessary for the fulfilment of the Service (organisation of events, destinations interested in specific associations readers, organisations, pco’s, destinations).

When required by law
We may share your data when required by law, for the purposes of security, taxation and criminal investigations. 

For marketing and communication
We may share your data with third parties such as providers of customer service tools, marketing campaign tools, email communication tools, analytics software (for marketing purposes) and data visualisation tools (for analytical purposes).

To process payments 
We may share your details with partners and intermediaries who help us to process your payments.

7. What are your rights? 

The law gives you a number of important rights in relation to your personal data, which are listed below.

Your rights are: 

  • The right to be informed: the right to be informed about how we use your personal data 
  • The right of access and data portability: the right to request access to the data that we have about you, to obtain the data within a month of asking for it, and to use it for your own purposes
  • The right to rectification: the right to correct, amend or update your personal data if it is wrong or has changed (this can usually be done using the settings provided on your account) 
  • The right to erasure: the right to ask us to remove the data we hold about you from our records 
  • The right to be forgotten: the right to request erasure of any links to your personal data, or of any copy or replication of any public personal data
  • The right to restrict processing: the right to ask us to stop processing your personal data
  • The right to object: the right to object to data processing, if you believe that our legitimate interest might infringe upon your rights
  • Rights related to automated decision-making and profiling: the right not be subject to individual decisions made solely by automated means.
  • The right to notification in the event of breach: the right to be immediately informed if we identify a data breach
  • The right to raise a complaint: the right to contact our Data Protection Officer if you are not happy with how we have handled your personal data
  • The right to lodge a complaint with a supervisory authority: the right to submit a complaint to the Information Commissioner’s Office (ICO) if you are not satisfied with our Data Protection Officer’s response, or if you believe that we are not processing your personal data in a lawful way (For more details please refer to the Commissioner’s Office website linked to ) 

If you would like to read more about your rights in relation to your personal data, please refer to the Information Commissioner’s Office website (linked to 

8. Legitimate interest 

Legitimate interest is a specific legal justification for the collection and processing of your personal data. It applies when we have reasonable grounds to collect and/ or process your personal data to improve our Service, as long as this does not infringe on your rights. 

Our legitimate interest may justify some examples of automated decision-making. One of those is an automated pricing segmentation, which is a core feature of our product that allows us to give you personalised news, the best rates possible, etc.

We believe that if you are an active customer/reader of Meeting Media Group, it is in your interest to receive occasional information about our Service. We may therefore send you communications about offers or promotions that we believe are relevant for you based on your previous use of the Service. We may on our own initiative decide to contact you, in some cases by phone or e-mail, to offer help.  

We may also process your data to help develop new product features that we believe will improve the Service.  We may also use your data to determine the effectiveness of marketing or promotional campaigns. We may also contact you with information about any changes in the Service, and/ or other important updates.

You can object to data processing based on our legitimate interest at any time by contacting us or by changing the settings on your Meeting Media Group account. 

9. Cookies Policy    

Cookies are small text files which are stored on your device when you access Meeting Media Group. They allow us to recognise you and store data about your past activity and your preferences so that we can personalise and improve the Service for you. 

Cookies and other similar technologies may collect data such as language preference, country and previously viewed pages. 

We use the following cookies:

  • Necessary cookies: these cookies enable the basic use of our Service
    e.g. enabling content reserved for registered users
  • Personalisation cookies: these cookies allow our Service to be personalised for you
    e.g. remembering your preferred language or sending countryregion
  • Analytical cookies: these cookies allow us to see how people use our Service so that we can understand how to improve it
    e.g. seeing how many people are logged in at a given specific time of day

By using our Service, you agree to place the cookies described above on your device., although you have the right to withdraw your consent at any time.  If you would like to delete our cookies them, you can do so by changing the settings of your browser. 

Blocking or deleting cookies may mean that some features of the Service offered by Meeting Media Group may not be available to you. 

10. Logging into Meeting Media Group

You can log in to Meeting Media Group, this allows us to authenticate your identity by obtaining access to: 

  • Your e-mail addresses

Any of your personal data that we receive from third parties will be subject to this the Meeting Media Group Privacy Policy and the privacy policies of those third parties. 

11. Changes in Privacy Policy 

Meeting Media Group may change this Privacy Policy from time to time. Any changes will be effective immediately unless stated otherwise. The date of the most recent update is displayed at the top of the page.

12. Contact details

You can contact Meeting Media Group:

  • By post: Avenue des Prisonniers Politiques 4, 3rd floor (1150) Bruxelles - Belgium
  • By email:
  • By website: www.Meeting Media 

Meeting Media Group has a Data Protection Officer who is responsible for matters related to privacy, data protection and data security. Our Data Protection Officer can be contacted at 

About Us

Supported by the Union of International Associations (UIA), the International Association of Professional Congress Organisers (IAPCO) and the Interel Group, the global public affairs and association management consultancy, Headquarters Magazines serve the needs of international associations organising worldwide congresses.